Managing Zoom Events recordings for hosts

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You can choose to include complimentary access to your Zoom Events' cloud recording with Zoom Events ticket registration which will give registrants the opportunity to watch the event they registered for, even if they didn't attend the event. This is an added benefit you can include with a ticket registration.

Enabling complimentary access to event recordings with ticket registration will:

  • Start the recording of the event automatically once the event starts. This ensures that the event is recorded, even if you or an alternative host forgets to start the recording.
    Note: For events that don't include complimentary access to event recordings with ticket registration, you will have to manually start the recording of an event.
  • Give all registrants—those who missed the event and those who attended the event—complimentary access to both multiple sessions and single-session events to view the recording.
  • The event recordings are available for as long as the event lobby is open.
    Note: Recordings in the lobby are synchronized to expire with the lobby's closing time, even when the lobby's close time is changed from the default closing time.
  • Once a Zoom Events attendee has registered for the event, they will be able to view the recording from their Tickets and Event Details pages.

Note: Recordings can be downloaded, edited, deleted, or shared from the Zoom web portal.

The recording will be posted automatically upon completion of the event, eliminating the need for you to manually upload the recording. If multiple files originate from the same recorded session, the longest file will automatically be selected as the recording for that session.

This article covers:

Prerequisites for managing and viewing Zoom Events recordings

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

Recording options

Registrants will be able to view the recording for the event they registered for only if you included complimentary viewing access with their ticket registration when you created the event.

How to manage recordings as a host

If a host starts recording, then continues to start/stop multiple recordings, the longest recording file will be linked to the session. If a session has multiple recording files, the longest file will be provided to attendees as the recorded session.

Access recordings as a host

To see a list of all of your recordings:

  1. Sign in to Zoom Events.
  2. In the left navigation menu, click the top dropdown arrow down-arrow-button.png and select My Assets.
  3. In the left navigation menu, click My Recordings.

The list of recordings will be organized by these top headings:

  • Recording: The name of the recording.
  • Linked Event: The event/event session that the recording is from.
  • # of Views: The number of views that the recording received.
  • Publish in Event: Under the Publish in Event column, click the toggle to enable or disable it. When enabled and once published, the recording will be posted in the lobby. All users who registered for this event will be able to watch this recording in the event lobby.

Recordings that have been published will have a gray Published label under their recording name.

Search recordings as a host

  1. Access My Recordings.
  2. In the search box, search by a recording’s name or an event name.
    Note: The search is also a fuzzy search, which matches an entered term closely instead of exactly. You can search by a partial name. Additionally, if you enter a few letters of a recording or event name, you can view all results that include those letters.

Filter recordings as a host

  1. Access My Recordings.
  2. To the right of the search box, click the Status (All) dropdown menu to filter by recording status.
    You can filter by Status (All), Active, and Removed.

How to publish session recordings to the event lobby

Hosts can choose whether and when to publish and display session recordings in the event lobby. This gives hosts control to release the session recordings only when they are ready to make them available—rather than being published automatically—for viewing by attendees in the event lobby.

Publish session recordings to the event lobby

The Allow cloud recording toggle in the Meeting & Webinar tab must be enabled to record an event.

  1. Access My Recordings.
  2. To the right of the recording that you want to publish, under the Publish in Event column, click the toggle to enable it.
    Note: The toggle is enabled by default if the Include complimentary access to this event's cloud recording with registration toggle is enabled.

Unpublish session recordings from the event lobby

Note: Account admins, hosts, and moderators can report and remove recordings to make it clear a recording is removed due to issues with the content.

Hosts can unpublish a session recording to make it unavailable for viewing by users in the event lobby.

  1. Access My Recordings.
  2. To the right of the recording you want to unpublish, under the Publish in Event column, click the toggle to disable the recording.

How to watch a recording as a host

  1. Access My Recordings.
  2. Find the event of the recording you want to watch.
  3. To the right of the event, click the ellipses icon more-button__1_.png, then click Watch Recording.

When you watch a recording, you will see:

  • The recording title
  • Hub name
  • Any additional sessions
  • Title of the session of the recording
  • Description of the session of the recording

Use audio transcriptions

Audio transcription—if enabled by the host at the time of the recording—is available to event organizers through the hub recording management section. In addition, hosts can access these transcripts in the My Recordings section.

Notes:

  • Audio transcriptions are currently available only when recordings—when listed on the hub's profile page—are watched on the hub.
  • Audio transcriptions only support English.
  • Only host and hub recordings' audio transcriptions support closed captioning.
  • Only host and hub recordings' audio transcriptions display an avatar to the left of each speaker's name in the transcript.

Search through audio transcription

You can search for a word(s) in the transcript:

  1. In the Search... box, enter the word(s) you are searching for.
    All matching terms in the transcript will be highlighted.
  2. (Optional) After you have searched for a word, do the following actions: 
    • (Optional) Press Enter or Return (depending on your keyboard) to jump to the first matching term. The recording will skip to where the first matching term is and resume playback from there
    • (Optional) Scroll through the transcript to see where the matching terms are located.
    • (Optional) At the bottom of the transcription box, click Resume Transcript Auto-Scroll to sync the transcript with the video playback.

How to download a session recording

Hosts can download recordings of their sessions from the Zoom web portal, allowing them to store recordings locally, or to make edits to their recordings. In some cases, eligible hosts can then upload edited recordings to the Zoom web portal and publish those recordings in Zoom Events.

How to edit a recording as a host

Edit a recording from Zoom Events

Note: You can only edit the recordings that you own.

  1. Access My Recordings.
  2. To the right of the recording you want to edit, click the ellipsis iconmore-button__1_.png.
  3. Click the Edit Recording icon .
    A pop-up window will appear.
  4. Click Go to Zoom Web Portal.
    You will be taken to the web portal to trim or edit the recording.

Edit a recording from the Zoom web portal

Note: You can only edit the recordings that you own.

  1. Access your recordings on the Zoom web portal.
  2. Under the Topic column, click the name of the recording you want to edit.
  3. Trim or edit the recording.

How to replace a session recording

Note: This feature is available by request only. Contact Zoom Support to discuss whether this feature is available for your account.

Eligible hosts can replace the raw recording file of a session with an edited version of the recording file, then publish it to an event's lobby, publish it to a hub, or link it to a simulive webinar. Hosts can only edit the recordings they own.

Replace a session recording from Zoom Events

  1. Access My Recordings.
  2. To the right of the recording you want to replace, click the ellipsis more-button__1_.png, then click the Edit/Delete Recording icon .
    A pop-up window will appear.
  3. Click Go to Zoom Web Portal.
    You will be directed to the web portal to replace the recording.

Replace a session recording from the Zoom web portal

  1. Access your cloud recordings on the Zoom web portal.
  2. Under the Topic column, click the name of the recording you want to edit.
  3. In the top-right corner, click the Replace This Recording  icon.
    Replace This Recording pop-up window will appear.
  4. Add the video file you want to replace the recording with:
    • Drag and drop the video file:
      1. Find the video file you want to upload.
      2. Drag it to the Replace This Recording pop-up window.
    • Choose a file:
      1. Click Choose a File.
      2. Find the video file you want to upload, then click Open.

The video file may take a few minutes to upload.

How to delete a recording as a host

To delete a recording, the host must access their recordings from the Zoom web portal. After accessing their recording, they can manage and delete their recordings.

Note: Account admins, hosts, and moderators can report and remove recordings to make it clear a recording is removed due to issues with the content.

  1. Access My Recordings.
  2. To the right of the recording you want to delete, click the ellipsis icon more-button__1_.png, then click the Edit/Delete Recording icon expand-window-button.png.
    A pop-up window will appear.
  3. In the pop-up window, click Go to Zoom Web Portal.
    You will be directed to the web portal to delete the recording.
  4. In the Zoom web portal, delete the recording.

Notes:

  • Zoom Event recordings will expire at the same time the lobby expires. This means they will no longer be viewable from the hub/lobby once they expire (expiration does not mean they are deleted). Recordings for recurring events expire after 365 days.
  • Zoom Event recordings can be managed/viewed on the Zoom web portal under the Cloud Recordings page, where you find your meeting/webinar recordings. The deletion of recordings is determined by the account cloud recording settings you have set up.
  • If a Zoom Event recording is being used for a Simulive or in a lobby that has not yet expired, then the recording will be locked and cannot be deleted until it is no longer in use.

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